Executive Operations Coordinator

Executive Operations Coordinator

The Executive Operations Coordinator (EOC) will support members of the C-suite team by helping to create systems and processes that focus on effective and informed decision making. The EOC will assist the C-Suite team making productive use of time, meetings, and committees by sharing information, feedback, gathering and organizing materials. The ideal candidate will excel in calendar management, expense reporting, team communication, data analysis and entry, preparing meeting materials, and ensuring seamless day-to-day operations, and office management.

The EOC will provide training and support to administrative assistants and office coordinators across the agency with a focus on administrative functions. They will create and run regular meetings of the admins to ensure the teams are cross-functional and projects and tasks are prioritized and adequately staffed.

They will support by setting agendas and taking notes for other meetings throughout the agency. The EOC will provide administrative and clerical coverage support to the executive team. They will be the main point of contact for organizational memberships and disseminate information as needed. The EOC will assist with agency-wide event planning, provide administrative support to the Trilogy BOD (board of directors) and assist with external committee coverage as needed.

Responsibilities:

• Maintain an on-site presence at 5250 Old Orchard, Skokie, IL for five days per week to ensure consistent administrative support, office management and accessibility to operational departments across the organization
• Provide direct people support to program assistants and office coordinators across clinical and administrative teams
• Develop and facilitate training for administrative tasks on day-to-day duties and new projects as needed.
• Prepare executives for meetings by setting agendas and ensuring follow-up actions are taken, ensuring effective executive-level meetings.
• Facilitate regular departmental and cross departmental meetings for administrative staff to ensure consistency and efficiency.
• Provide wide-ranging insight based on organizational goals, needs and priorities to help arrive at solutions to major challenges
• Support with gathering agenda items, taking notes, and follow up in meetings and workgroups across the agency and in external meetings.
• Support with agency wide event planning across the agency as needed.
• Ensure coverage of critical tasks across all Admin Coordinators
• Identify opportunities for consolidation, cross training, and shared responsibilities to ensure all programs have consistent high-level coverage for administrative tasks
• Provide support to the executive team with scheduling, collecting materials, tracking attendance, maintenance of contact lists, budget creation, data tracking etc.
• Order supplies and submit maintenance requests to ensure effective operations of the site.
• Provide on-site support to employees and coverage to reception/open access as needed
• Ensure client documentation is received and scanned into appropriate systems.
• Connect, lead, and advise cross functional work streams; drive focus on organizational objectives; communicate regularly across the organization; assist in tracking activities in the strategic plan
• For onsite meetings, ensure all requirements for rooms, meals, materials and attendees are met
• Actively participate in daily group chats with business partners and teams to support in navigating questions, escalating urgent issues
• Finalize presentations including proofreading, design and compliance with PG standards
• Assist with recognition announcements and updates in SharePoint
• Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential organizational issues.
• Complete state required trainings for external meeting support (CESSA, etc)
• Perform other related duties and/or projects and participate in committees/workgroups as assigned

Qualifications:

• Minimum of 3 years demonstrated work experience in administrative and clerical support at the senior executive level as well as, office management experience.
• Minimum of 1 year of supervisory experience in an administrative setting; Demonstrated ability to train others in the administrative processes,
• Mastery of all Microsoft applications (Outlook, Teams, Word, Excel, etc.), report generation, and database management tools
• Excellent customer service and organization skills
• Demonstrates agility and responsiveness within a dynamic, multi-site, and rapidly growing agency.

Benefits:

• FREE Virtual Primary Care, Urgent Care, and Mental Health Counseling for ALL Employees
• PAID Maternity/Paternity leave
• Medical Insurance (BCBS of IL)
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long-Term & Short-Term Disability
• Pet Insurance
• FSA (Health, Dependent Care, Transit)
• Telemedicine
• EAP
• 403(b) Retirement Plan with Employer Match